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Offer letter
A clear offer letter with role, pay, joining date, and key terms.
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Employee relations
Warning letter
A fair, factual written warning that explains the issue, the expectation, and the consequence.
- Type
- Employee relations
- When to use
- After a verbal discussion and a documented issue
- Format
- Editable template
- Review by
- HR and legal
What it must include
- Dates and facts of the incident, without opinion.
- The policy or expectation that was not met.
- Prior discussions, the employee’s explanation, and support offered.
- Required improvement, a review date, and the consequence of repetition.
Benefits
- Documents issues fairly and factually.
- Protects the company in case of disputes.
- Keeps communication consistent and clear.
- Gives employees a clear path to improve.
Template - copy and edit
6 paragraphs - click Copy to use one.
- Date: [date] - To: [Employee name], [Designation]
- Subject: Written warning
- Dear [Name], on [date], [factual description of what happened]. This is not in line with [policy name/clause].
- We discussed this with you on [date], and you shared [summary of the employee’s response]. Despite this, [what continued, if applicable].
- We expect you to [specific, measurable change] from now on. We will review progress on [date], and will support you with [training/coaching].
- Please note that further instances may lead to disciplinary action in line with company policy. Sincerely, [Name], [Designation]. Employee acknowledgement: [signature, date]
Tips
- Always hear the employee’s side first and document it.
- Follow your disciplinary policy and stay consistent.
- Take legal advice for serious cases.
Mistakes to avoid
- Emotional or vague language.
- Skipping a fair inquiry.
- Applying rules unequally between employees.
These templates are general starting points, not legal advice. Have your HR and legal advisors review them against your contracts and the laws that apply to you before use.
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